Job responsibilities
Ensure
that all demographic details including the NHS number are accurately uploaded
onto the TLHC System. Ensure patient details are registered with accuracy
whilst additionally meeting TLHC deadlines/targets for scheduling participants.
Working directly with the
Lung Health Check clinical team ensure clinic capacity is utilised as
efficiently as possible and matches the availability of staffing resources.
Manage the administration
of the TLHC programme on a day to day basis and ensure that all TLHC programme
documentation is up-to-date, in an orderly fashion and available whenever
decisions are being made, reporting exceptional circumstances where necessary.
Use own initiative to plan
time effectively and prioritise all incoming work on a daily basis, including
responding quickly, appropriately and communicating clearly in relation to
urgent / important and unpredictable issues ensuring a high quality
administrative service.
Work with the Lung Health
Check staff to ensure sufficient CT appointments are available and adequately
utilised.
Upload CT reports from
third party partners into the TLHC system and highlight red-flag/urgent
findings to appropriate clinicians. Ensure appropriate reports are slotted into
the screening review meeting schedules.
TLHC administrator
proactively ensures optimal clinic utilisation for LHCs, and CTs. Maintains a
reserve list of patients that have been cancelled and priority bookings to
place as slots become available.
Maintain a list of patients
for scheduled follow-up either in clinic or CT.
Work with the project
manager to produce activity data required to populate the minimal service performance
dataset as nationally mandated. Highlight to the project manager and clinical
teams where the service performance metrics are at risk of falling outside of
the agreed service specifications and contract requirements.
The administrator will
ensure that each potential participant who has received an appointment letter
is contacted around 2 weeks after the letter is issued to confirm they intend
to attend their appointment. For participants who cannot be contacted, a
follow-up letter will be sent advising that the appointment will be cancelled
unless contact is made. Should the participant not respond to the follow-up
letter, the appointment will be cancelled around 2 weeks after the letter was
sent and allocated to a reserve list participant.
Patient choice must be
considered when booking appointments and recorded accurately for validation
purposes.
Processing all new patients
on TLHC Administration Systems where the patient has not attended clinic but
need a further appointment. Consideration needs to be given as to whether a
safeguarding issue should be raised for vulnerable patients who have been
unable to access their appointment. Prompt rebooking must take place for all
patients within trust guidelines.
Responsible for data
quality when updating patient demographics, next of kin, adding referrals,
extracting and producing information (including information to patients) in the
trust across all of the TLHC Administration Systems.
Maintaining information
across multiple complex computer systems, including Microsoft packages, shared
drives, E-referral System, I-soft and NHS Spine Portal. Providing support and
guidance to GP surgeries, secretaries and consultants on how to use each of the
computer systems where necessary. Managing multiple systems is complex and
attention to detail is essential to ensure accuracy. Adhering to
Confidentiality and Data Protection Policies is vital.
Deal with sensitive and
confidential information in a calm and professional manner adhering to both
Internal and National guidelines. When taking calls, you may have to provide
sensitive, confidential and complex information to patients and or their carers
often in response to invitations sent by the department. Appointments must be
booked sensitively, with an empathetic manner, reassuring any distressed or
confused patients. Highlight appropriate contacts if patients require further
medical information which is not in our remit to share.
The appointment
administrator will ensure that a double appointment is booked for any
participant requiring an interpreter, or for any participant whose additional
needs mean that they require more time for their LHC. Costs incurred in
providing this additional support will be met by the provider.
The appointment
administrator will ensure that face-to-face Lung Health Check appointments are
offered to participants who cannot manage a telephone Lung Health Check.
Wherever possible, these will be offered in a local community healthcare
facility, or in another location suitable for them.
Treat everyone with respect
and dignity. Help patients to overcome any boundaries that may prevent them
from attending appointments. Provide information regarding transport,
wheelchair availability, portering services and interpreting services. Provide
communications in a range of formats including large print or braille. Adjust
communication techniques supporting those that cannot read, or do not
understand or are scared about their appointment. Book interpreters if
necessary and ensure patients are aware using the correct communication tools.
Where a patient is not responding the GP may need to be contacted by the
Appointments Administrator to ask for their assistance in contacting the
patient.
Autonomously organise and
prioritise your own workload according to the variable demands of the TLHC
service; adjusting the priorities throughout the day as further work is emailed
in to the department or when processing more complex bookings and dealing with
both internal and external calls. Liaise with LHC team to advise of any issues
around slot booking and overbooking of clinics where guidance has not already
been provided.
Identify any training needs
and new opportunities, seek to develop your own skills and knowledge beyond the
training given at induction. Further
your own development and support the training needs of the team. Identify in
appraisals or in discussion with your supervisor any additional training needs
and external training required, desired or completed.
Training, coaching and
mentoring of new staff members in all aspects of the role including taking
calls, interpreting emails and post, inputting data and getting to know the
teams.
Any other duties
commensurate with the role and responsibilities of the post and be aware of the
priorities and needs of the manager to ensure deadlines are met.
To
have a flexible approach to the departments demands and to assist where
appropriate in the provision of cover for other colleagues and departments
during emergencies, sickness and holidays.
